Scheduling Coordinator - Recruitment Operations

Job Position: Scheduling Coordinator - Recruitment Operations

Work Arrangement: Fully Remote (LATAM or EA countries)

Job Type: Full-time, Independent Contractor

Work Schedule: 40 hours per week, Monday to Friday 9 AM – 5 PM EST

About Pearl Talent:

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: Watch here

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

About the Company:

Our client is an AI-native services company that bridges the gap between cutting-edge AI research and real-world business applications. They provide companies with access to top-tier AI experts, develop custom AI solutions, and ensure scalable deployment using our delivery-first approach. Their network includes machine learning engineers, data scientists, and strategists who help organizations realize tangible business impact through AI. The company is a high-velocity, startup-minded team focused on execution, precision, and innovation.

Role Overview
We’re seeking a Scheduling Coordinator to support our Recruiting Operations with a strong focus on scheduling, candidate communications, and documentation. This is a high-volume, detail-oriented role that’s ideal for someone who thrives on structure, organization, and task execution. You’ll work closely with our internal teams and recruiting contractors to ensure a smooth and efficient candidate experience from interview scheduling to process documentation.

Purpose of Your Role:
To ensure a smooth, organized, and efficient recruitment process by managing interview scheduling, candidate communications, and recruiting documentation. This role is essential to keeping company's high-volume, fast-moving recruiting pipeline running seamlessly and delivering a professional, timely experience to both candidates and internal stakeholders.

Key Responsibilities:

Meeting Coordination and Calendar Management

• Schedule interviews and internal meetings across multiple time zones and stakeholders.
• Create Zoom meetings and send calendar invites with appropriate documentation.
• Coordinate availability between candidates, hiring managers, and interviewers.
• Maintain an organized recruiting calendar with up-to-date meeting details.
• Ensure agendas, interview materials, and links are included in all invites.

Candidate Communication and Process Management

• Send professional email introductions between candidates and interviewers.
• Manage all scheduling-related communication with candidates.
• Follow up to confirm meetings, clarify details, and ensure process continuity.
• Monitor candidate progression and ensure timely follow-ups.
• Maintain accurate and updated candidate records throughout the interview process.

Documentation and Organization

• Create and manage candidate folders in the internal file system.
• Prepare interview documents and customize templates for each interview stage.
• Organize evaluation criteria and interview guides for different roles.
• Ensure all interviewers have the information they need ahead of time.

Process Improvement

• Support implementation and upkeep of recruiting tools and systems.
• Collect and consolidate feedback on the candidate experience.
• Help define and refine standard operating procedures (SOPs) for recruiting ops.
• Track metrics related to interview scheduling and operational efficiency.

Requirements

Must-Have Requirements

• 2+ years of experience in a recruiting coordinator, administrative, or operations role, preferably supporting US-based teams.
• Experience with calendar management, Zoom scheduling, and stakeholder coordination.
• Strong organizational skills and a high attention to detail.
• Comfort with repetitive administrative tasks and email communication.
• Ability to manage multiple competing priorities in a fast-paced environment.
• Proficiency in Google Workspace (Docs, Sheets, Calendar) and common recruiting tools.

Nice to Have

• Experience working as a contract recruiter or with sourcing/screening workflows.
• Familiarity with candidate tracking systems (ATS) and structured interview processes.
• Background in startups or fast-moving environments with high task volume.
• Process-oriented mindset with an interest in building and improving workflows.

Benefits

• Fully WFH, forever
• Annual team retreat
• Unlimited PTO
• Potential Growth Opportunities
  

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading Interview
5. Final Interview
6. Job Offer
7. Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl.